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Year 4 Scheduling and Residency Process . January 14, 2009 Class of 2011. Expectations. Increase Knowledge Decrease Anxiety Identify Resources. Knowledge. Timeline of Year 4 How the Match Process Works Acronyms: MSPE, LORs, ERAS, & NRMP Scheduling. Anxiety Reduction. Facts vs. Rumor

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Year 4 Scheduling and Residency Process

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year 4 scheduling and residency process

Year 4Scheduling and Residency Process

January 14, 2009

Class of 2011


Increase Knowledge

Decrease Anxiety

Identify Resources


Timeline of Year 4

How the Match Process Works

Acronyms: MSPE, LORs, ERAS, & NRMP


anxiety reduction
Anxiety Reduction

Facts vs. Rumor



Smart strategies

Know where to get information

where we matched programs classes of 2008 2009
Where We Matched: ProgramsClasses of 2008 & 2009
  • What this means to you
    • Applied
    • Interviewed
    • Ranked
  • First choice program?
  • First choice specialty?
  • Did we continue or change?
residency application process timeline
Residency Application Process Timeline
  • Year 3
    • Clinical Foundations
    • Clerkship evals
    • Focused Preceptorship
    • Select College
  • Year 4
    • College Foundations
    • Sub Internships
    • Away Electives
    • Interviewing
    • Match
away electives our favorites
Away Electives: Our Favorites
  • NYU
    • Dermatology
    • EM
    • Adolescent Medicine
    • PM&R
    • Medicine Subspecialty
    • Women’s Health Issues
  • Stanford
    • Outpatient Oncology
    • Anesthesiology
    • Urology
    • Otolaryngology
  • Reasons for AE
    • Exposure to new teaching style
    • Experience different setting
    • Coursework
    • Audition a program
    • Get an interview
    • Secure a LOR
    • Rule specialty in or out
    • Personal preferences
sao resources
SAO Resources
  • Career Guidance/Scheduling Advice
  • Application Advice
  • Workshops and Meetings
    • Personal Statement/CV Workshops
    • Interviewing Workshops
    • What to do and NOT Do Etiquette Meeting
    • Ranking and Ranklist Meeting
expectations of you
Expectations of YOU



norms and expectations email etiquette
Norms and Expectations:Email Etiquette
  • Email Expectations
    • Do your homework and let the recipient know
  • Email Exchanges
    • Allow at least a full 24 hours for response time
    • Calling to follow-up is preferable to another email
  • Email Content
    • Should always contain a salutation
      • Dear Dr. xxxx (make sure titles are correct)
    • Should always contain a professional closing
      • Thank you very much! Sincerely, xxxxxx
    • Should include your contact information
      • use BOL email address
norms and expectations phone call etiquette
Norms and Expectations: Phone Call Etiquette
  • Phone Call Expectations
    • You have researched the right person to call
    • Calls are placed during business hours
    • If calling the East Coast, call 3 hours earlier
  • Phone Call Exchanges
    • Introduce yourself and purpose of call
    • Leave clear and professional voicemails

Advice: Change your voicemail message so that it states your full name and sounds like a “work” voicemail

getting started what do you control
Getting Started: What do You Control?


CV/Personal Statement

mspe questionnaire
MSPE Questionnaire

First and foremost, please complete the online MSPE Questionnaire at the following site by March 1st: http://somdeansdsadev/applications/mspe/questionnaire/

The first section of the questionnaire is the “Sample Unique Characteristics” section, which is the best chance you have to influence what is included in your MSPE so take your time.

Please closely follow the included guidelines and refer to the sample given, as this is the structure that will be used. Refer to yourself in the 3rd person and be sure to only include information that you would want to have on your MSPE.

The sample Unique Characteristics and guidelines can be found at the following site:

what goes into the mspe
What goes into the MSPE?
  • Unique characteristics (based on your input)
  • Summary of your Years 1 and 2 evaluations
    • Does NOT include exam scores
  • All of Year 3 evaluation comments (verbatim)
  • Summary of academic progress (including gaps or leaves of absence)
  • Summary paragraph
what does an mspe look like
What does an MSPE Look Like?
  • All Medical Schools follow the AAMC guidelines to format and submit their MSPE.
  • All have the same headings and content.

For review of the guidelines:

identifying information
Identifying Information




NOVEMBER 1, 2008


Joe Bruin is a fourth-year student at the Joe Geffen School of Medicine at UCLA in Los Angeles, California.

unique characteristics
Unique Characteristics


Joe Bruin was born in New York to immigrant parents. His mother is a nurse, and his father is a dentist. At age three, the family moved to downtown Los Angeles while his father completed dentistry licensure, then to Orange County and finally to Palos Verdes. In elementary and high school, Joe developed an interest in science and excelled in his studies. He also competed in Tae-Kwan Do and held an international junior ranking.

Seeking to broaden horizons, Joe did his undergraduate work at Rutgers University, where he received a Bachelor of Arts degree in Genetics and Human Biology. He made the Dean’s List for two years. In the summer following his freshman year, he became an Emergency Medical Technician in a ten-week program at UCLA, and this led to a two-year stint as a live-in volunteer firefighter and EMT at the Cayuga Heights Fire Department in Ithaca. He assumed leadership roles as company secretary and then president.

After graduation, Joe decided to take a research year with Dr. Buchanan in the Department of Orthopedic Surgery at UCLA. He was involved in a number of basic projects concerning bone repair. This work has continued and expanded to include a project on imaging of experimental metastatic lesions. As a result of his research, Joe is co-author of seven manuscripts in print or in press. During the dedicated research year, Joe supported himself by teaching at the Kaplan Learning Center and an independent learning center in Torrance and by private tutoring.

Joe has done very well at the School of Medicine. He maintains a wide scope of interests outside of medicine, including athletics, travel, cooking, auto restoration, and music. His interest in orthopedics has been strengthened by his clinical experiences and his ongoing research. He enjoys the technical challenges that orthopedics provides, the camaraderie among physicians in the discipline, and the nature of the clinical problems.

academic history
Academic History


Date of expected graduation from Medical School: June 2, 2009

Date of initial matriculation in Medical School: August 4, 2005

Please explain any extensions, leave(s) of absence, gap(s) or breaks in the student’s educational program: N/A

Transfer student: N/A. UCLA does not accept transfer students.

For dual/joint/combined degree students: N/A

Date of Initial Matriculation in Other Degree Program:

Date of Expected Graduation from Other Degree Program:

Type (degree and major) of Other Degree Program:

Was this student required to repeat any coursework during his/her medical education?(if yes, please explain): No

Was this student the recipient of any adverse actions by the medical school or its parent institution? (if yes, please explain): No

academic progress
Academic Progress


The David Geffen School of Medicine at UCLA adopted a pure pass/fail grading system without the ability to obtain honors with the 1993 entering class. However, a Letter of Distinction can be awarded. A Letter of Distinction is based on the extraordinary quality of a student’s performance, irrespectivof the performance of other students in the course. These letters are not awarded on any type of quota system.

An assessment of Joe’s academic abilities both in the basic sciences as well as in the clinical sciences can be readily ascertained from the narratives below. These are taken directly from the evaluations submitted by the course chairs and the faculty of the basic sciences, small group discussion sections, and clinical clerkships:

Years One and Two

Joe successfully completed the curriculum of the first two years. Comments from his evaluations include: “Joe uses his good knowledge of basic science and his own hands-on experience and applies them very well. He had excellent problem solving and critical thinking skills. Often made astute comments. He had the most outstanding patient interviewing skills in the group. Joe will make an incredibly observant, thoughtful and effective physician.”

academic progress30
Academic Progress

Required Clinical Clerkships and Elective Rotations

Doctoring 3 (Required) For the duration of the 3rd year

Center for Health Sciences

Joe Bruin is an active, enthusiastic and valuable member of our doctoring group. Joe combines his naturally personable, open demeanor with a fine capacity to articulate and present well reasoned opinions and knowledge on pertinent issues. He demonstrated a highly skillful patient interview and appeared to easily understand the need to subordinate his own rapid, decisive pace and opinions to the needs and pace of the patient. Joe has been a thoughtful participant on all issues and his written and verbal participation have been outstanding in every session.

Longitudinal Preceptorship (Required) For the duration of the 3rd year

Center for Health Sciences

Cardiology: Joe is a star! He is one of the most delightful, insightful, engaging students I have interacted with. During his preceptorship he displayed abilities and talents comparable to a fourth year medical student. He is clearly at the head of the class. During the preceptorship he used the time to practice and hone his physical diagnosis skills, interviewing skills and fund of knowledge. Joe also has a very large interest in scientific investigation. He was always on the lookout for interesting scientific questions and he saw each case as a new opportunity to ask insightful and probing questions. Joe will undoubtedly succeed in any field he chooses. I thoroughly enjoyed my interactions with him and give him my very highest and most enthusiastic evaluation.

academic progress31
Academic Progress

Pediatrics (Required) 4/1/2007 (6 weeks)

Center for Health Sciences

Excellent medical student. I am sure he'll be an outstanding resident in whatever field he selects. Nice to work with. Calm and composed. Integrated clinical information extremely well. Always professional and appropriate with coworkers and patients. Efficient and took charge of his own independent learning as well. Joe did a very good job on his Nursery rotation, and it was nice to work with him. Although he is not interested in a Pediatrics career, Joe was always willing to learn new things and experience new patients. He related well with the patients' families, he was always on time, and did a very good job with his history taking and physical exams. I wish him well in his future as a Cardiologist or surgeon. Very professional among patients. Interacted very well with children. In the nursery Joe demonstrated himself to be an eager pleasant student who worked well with the nursery staff.

Psychiatry (Required) 5/28/2007 (6 weeks)

Harbor-UCLA Medical Center

Joe was one of the best medical students that particular psychiatric service has seen. He is self-motivated, knowledgeable, hard-working, professional, caring conscientious and well-organized. He will be a truly outstanding resident.

Orthopaedic Surgery (Elective) 8/24/2007 (4 weeks)

Center for Health Sciences

Truly an outstanding job by this exemplary student. Joe embodies what I look for in an exceptional future houseofficer: extremely bright, asks provocative questions, hard working, and has an easy going calm demeanor.



Joe Bruin has performed admirably throughout his education. He is bright, friendly, dedicated, and well-rounded. His clerkship evaluations have been particularly strong and seem to predict that he will be a very effective clinician, as well as a good teacher. He has tested his interest in orthopedics with an extended exposure to research and close relationships with a number of faculty members. He has a sophisticated understanding of the field and the intellect and personality to succeed through training and beyond.


Neil H. Parker, M.D.

Senior Associate Dean for Student Affairs

the evaluation section of mspe
The Evaluation Section of MSPE
  • Evaluations go in verbatim-remember, this is an evaluation not a recommendation
  • The only way to have comments revised on your MSPE is to have the Clerkship Director submit new comments on ESS. ***THIS MUST BE DONE WITHIN SIX WEEKS OF YOUR EVALUATION BEING SUBMITTED TO ESS
    • All Sub-I and revised comments must be submitted to the SAO on ESS by October 10, 2010 in order to be included on the MSPE.
    • Buck and Meredith will not be able to make revisions or alter your evaluations in any way during the MSPE review process
  • Questions or concerns about evaluations should be discussed with Dr. Parker, Buck, or Meredith before approaching Clerkship Director.
sample evaluation reformat
Sample Evaluation Reformat

Before Edit:

Comments from faculty:

"Excellent job getting clinical information efficiently and presenting cases in clear logical format. Good rapport with patients."

"Joanne Bruin is bright and enthusiastic, and did an excellent job on this rotation. She developed instant rapport with patients, putting them at ease. Her histories were detailed and systematic. She evaluated patients carefully, and formulated excellent differential diagnoses and management plans. Her case presentations were complete and focused. It was a pleasure to work with her!"

On her case presentation project she received a score of 20/20 and on her written final examination she received 70%.

After Edit:

"Excellent job getting clinical information efficiently and presenting cases in a clear logical format. Good rapport with patients." "Joanne is bright and enthusiastic, and did an excellent job on this rotation. She developed instant rapport with patients, putting them at ease. Her histories were detailed and systematic. She evaluated patients carefully, and formulated excellent differential diagnoses and management plans. Her case presentations were complete and focused. It was a pleasure to work with her!"

what is removed from the evaluation
What Is Removed from the Evaluation?
  • PDA logs
  • Attendance (Unless it is an issue noted within the narrative of the evaluation.)
  • Nomination for a LOD (If you received one, it will be noted in bold at the end of the evaluation.)
  • Exam scores or percentiles
  • References to graded presentations
  • Physician/evaluator names
  • Websites and journal citations
  • Dates of Clerkships (the MSPE is written in chronological order)
how does the mspe process work
How does the MSPE process work?

Spring :

Complete online MSPE Questionnaire by March 1st


Mandatory Application Process Meeting

  • Handbooks distributed (Application and Interview)


Meet with Dean Parker (appointments will be scheduled by SAO and assigned to you…if you cannot make your assigned appointment time you will be rescheduled at the end of the list. Again, don’t worry, every student will meet with Dr. Parker and have an MSPE completed and released at the exact same moment, so it neither harms nor helps you to meet with him early vs. late)

July 1:

Issued ERAS token by SAO to BOL account-make sure there are no junk mail filters set

  • All students (early match too) register on ERAS


Complete ERAS application, finalize CV and Personal Statement

September -October :

MSPE Editing Begins

  • You are notified by SAO when your MSPE is ready for review…again, we will ensure that you all have MSPEs completed before the deadline so do not worry about this!

October 10:

Last day for Evaluations to be received by SAO to be included in MSPE, so schedule your Sub-I’s accordingly if you want them included

November 1:

MSPEs released automatically to all programs (National Deadline)

letter of rec lors what do you control
Letter of Rec (LORs):What do you control?

Who writes them

Which LORs to use

letters of recommendation
Letters of Recommendation
  • Download ERAS Recommendation form from “Forms Index” at following site:
        • You do not need to include your AAMC ID on the form
        • You do need to waive your right to see the letter by signing this form
        • If you ask for more than one letter from the same writer (for multiple specialties), please note specialty on this LOR Request form.
  • Requests for LORs should begin this spring. All requests should be made by September 1 to allow letter writers time to complete them
  • LORs are submitted to the SAO and uploaded onto ERAS as received as PDFs
suggested types of letters
Suggested types of Letters

Early Match (Ophthalmology and Urology)

  • LOR from either Medicine or Surgery (Yr 3)
      • Can be used for Preliminary Programs in ERAS Match
  • 1-2 LORs in specialty of choice (Yr 4)
      • At least one LOR should be from UCLA, the others can be from Away Electives
  • LOR from research mentor (if applicable)
suggested types of letters40
Suggested types of Letters
  • Regular/ERAS Match
  • LOR from either Medicine or Surgery (Yr 3)
      • Can be used for Preliminary Programs if applicable
  • At least one LOR in specialty of choice
      • One should be from UCLA
      • Should be from Faculty Only (no residents)
  • 1-2 LORs in Sub-Is or Electives taken in the summer
      • Good to have a variety of specialties

NOTE for Orthopaedics Applicants: 2-3 LORs should be in specialty and should include Away Electives

chairs letters
Chairs Letters

For applicants applying in:

  • Internal Medicine
  • Pediatrics
  • Orthopaedics
  • OB/Gyn
  • Preliminary Medical programs

You may be required to submit a Chair’s Letter. Requests for Chair’s Letters happen in June.

residency application includes
Residency Application Includes
  • The MSPE (sent out nationally on November 1)
  • Personal Statement(s)
  • CV
  • Letters of recommendation
  • Medical School Transcript
  • Photograph
  • USMLE Score Report (automatically released by ERAS)